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Team Management

Build and manage your clinic team with Putra's staff management features. This guide covers inviting members, assigning roles, and managing permissions.

Overview​

Team management allows you to:

  • Invite staff to join your clinic
  • Assign roles and permissions
  • Manage team member access
  • Track who does what
  • Remove team members when needed

Accessing Team Management​

Navigate to Members in the clinic sidebar to manage your team.

Team Overview​

Members List​

The page displays all clinic members:

  • Name and profile photo
  • Email address
  • Role (Admin or Staff)
  • Join date
  • Status (Active, Pending)

Your Role​

Your own role is displayed in the sidebar:

  • Shows your role (Admin, Staff)
  • Role determines what you can access

Understanding Roles​

Clinic Admin​

Full access to all clinic features:

FeatureAccess
Dashboard✅ Full access
Appointments✅ Full access
Pet Records✅ Full access
Prescriptions✅ Full access
Inventory✅ Full access
Invoices✅ Full access
Loyalty✅ Full access
Team Members✅ Full access
Settings✅ Full access

Admins can:

  • Invite new members
  • Change member roles
  • Remove members
  • Access financial data
  • Modify clinic settings

Clinic Staff​

Limited access focused on patient care:

FeatureAccess
Dashboard✅ Full access
Appointments✅ Full access
Pet Records✅ Full access
Prescriptions✅ Full access
Inventory⚠️ Limited (view/use, no management)
Invoices❌ No access
Loyalty⚠️ Limited (view, no management)
Team Members⚠️ View only
Settings❌ No access

Staff can:

  • Manage daily appointments
  • Add and view patient records
  • Issue prescriptions
  • Use inventory items

Staff cannot:

  • Invite or remove members
  • Access billing/invoices
  • Change clinic settings
  • View financial reports

Inviting Team Members​

Sending an Invitation​

  1. Go to Members
  2. Click Invite Member
  3. Fill in the invitation form

Invitation Form​

FieldRequiredDescription
EmailYesEmail address of the person to invite
NameNoTheir name (for personalization)
RoleYesAdmin or Staff
MessageNoPersonal message included in email

Invitation Process​

Invite Sent → Email Received → Accept Invitation → Active Member
  1. You send the invitation
  2. Recipient receives email with link
  3. They click the link to accept
  4. If no account, they create one
  5. They become a clinic member

Invitation Email​

The recipient receives an email containing:

  • Your clinic name
  • Invitation to join
  • Their assigned role
  • Personal message (if provided)
  • Link to accept

The acceptance link:

  • Is unique per invitation
  • Expires after a set period
  • Can only be used once
  • Takes them to putra.al/invite/[invitation-id]

Managing Pending Invitations​

Viewing Pending​

Pending invitations appear in the Members list:

  • Status: Pending
  • Email sent to
  • Role assigned
  • Date sent

Resending an Invitation​

If the invitation wasn't received:

  1. Find the pending invitation
  2. Click Resend
  3. A new email is sent

Cancelling an Invitation​

To cancel before acceptance:

  1. Find the pending invitation
  2. Click Cancel
  3. The invitation link becomes invalid

Accepting an Invitation​

For Recipients​

When you receive an invitation:

  1. Check your email for the invitation
  2. Click the link to go to Putra
  3. Sign in or register:
    • If you have an account, sign in
    • If not, create a new account
  4. Accept the invitation on the confirmation page
  5. Access the clinic - you're now a team member

What Happens​

Upon acceptance:

  • You gain access to the clinic workspace
  • Your role is assigned
  • You appear in the Members list
  • You can switch to clinic workspace

Multiple Clinics​

A single account can belong to multiple clinics:

  • Accept invitations from different clinics
  • Switch between workspaces
  • Each clinic has separate access

Managing Team Members​

Viewing Member Details​

Click on any member to see:

  • Full profile information
  • Role and permissions
  • Join date
  • Activity (if tracked)

Changing Roles​

To change a member's role (Admin only):

  1. Click on the member
  2. Click Change Role
  3. Select new role (Admin/Staff)
  4. Confirm the change
warning

Changing from Admin to Staff removes access to billing, team management, and settings.

Removing a Member​

To remove someone from the team:

  1. Click on the member
  2. Click Remove Member
  3. Confirm the removal

What happens:

  • They lose access to clinic workspace
  • Their activity records remain
  • They can be re-invited later
  • Their personal account is unaffected
caution

Records created by the member remain in the system even after removal.

The Clinic Owner​

Who is the Owner?​

The person who originally applied for and created the clinic is the primary owner.

Owner Privileges​

  • Cannot be removed by other admins
  • Has ultimate control over the clinic
  • Can transfer ownership (contact support)

Multiple Admins​

Having multiple admins:

  • Provides backup access
  • Allows distributed management
  • Each admin has equal privileges (except owner removal)

Best Practices​

Role Assignment​

  • Admin: For owners, managers, senior staff who need full access
  • Staff: For veterinarians, technicians, receptionists handling patient care

Security​

  1. Invite only trusted individuals
  2. Use appropriate roles - don't make everyone admin
  3. Remove departed staff promptly
  4. Review access periodically

Team Communication​

  • Introduce new features to your team
  • Establish protocols for record-keeping
  • Define responsibilities clearly

Troubleshooting​

Invitation Not Received​

  • Check spam/junk folder
  • Verify email address spelling
  • Resend the invitation
  • Try alternative email address

Can't Accept Invitation​

  • Invitation may have expired
  • Link may have been used
  • Ask for a new invitation
  • Contact support if issues persist

Wrong Role Assigned​

  • Admin can change roles after acceptance
  • If you're the affected member, ask an admin to adjust
  • Immediate effect upon change

Access Issues After Joining​

  • Verify you're in the clinic workspace (not client workspace)
  • Check sidebar for workspace indicator
  • Sign out and sign back in
  • Contact clinic admin

Audit Trail​

What's Tracked​

  • Member join dates
  • Role changes
  • Who invited whom
  • Records created by each member

Viewing History​

Admins can see:

  • Team member activity
  • When records were created
  • Changes over time

Next Steps​